Level 1 Reporting – Source Excel Data – By Darrin Kinney

Who doesn’t love the glossy Level 1 reports our project produce. But really, when you look into these beauties, really understand the difficulty that goes into them. What follows is first a description of what a typical Level 1 report is, and how we can structure our excel based data to be a bit smarter.

This is by no means a fully comprehensive guide on this subject. It is instead just a primer to get us thinking about how we feed data into our reports.

Who doesn’t love the glossy Level 1 reports our mega construction projects produce. But really, when you look into these beauties, do you really understand the difficulty that goes into them. What follows is first a description of what a typical Level 1 report is, and how we can structure our excel based data to be a bit smarter (which is the real message to this article).

Interspersed with hopefully be a few key strategy points which can guide your work.

I’ll then showcase how you can take what will now be structured data and upload into a powerBI visual (although the process to capture the data into any database and drive any visualization tool would be the same)

Strategy – Don’t be afraid to use excel (not everything needs to be automated)

Key Elements of a Level 1 Report

Cost and Progress

L1_01

Here we are presented with:

  • Overall progress curve
  • Financial Status
  • Cost & Commitment curves

Some may argue what to lead with – for me its always %. No bigger value highlights where your are more than what % are we. Not displayed on the image above is a data series reflecting how many people are have and comparison against planned. People achieve progress. Its impossible to talk progress without talking how many people we have. The graphs provide enough enough context to allow for discussions about productivity without having to muddy the waters

The cost sections should include visibility into what our final forecast costs will be (and comparison against baseline). Underneath that key metric are a few sub items such as how much contingency we have, a few cost curves associated with spend profiles and commitment profiles.

Schedule and Narrative

L1_02
Yes, my secondary critical path finishes after the first – gotta love random data!

The schedule aspects of a Level 1 report are always tricky. Do we need to only display the final project milestone? For me, on major projects no single DATE has any meaning. Thus even on a Level 1, I still prefer to include 10-15 dates that represent some key aspect of the project. All dates should be compared against what we said last month to highlight current month variances, and dates should be compared against our project baseline (or whatever current approved version thereof).

The narrative section of a Level 1 can nearly always be updated by simply reading the progress, cost and schedule tables. Just put words to the graphs. Key adders here are insights into RISKs. What may come in the future that will alter what we are saying today!

Safety

As always, safety metrics are also usually front and center. For me, this has always been a difficult aspect of our jobs. A political correctness that is forced into our reporting. Don’t get me wrong, safety is the most important aspect of a project. So, including a safety table somewhere on the Level 1 is always done. For this article, I want to instead focus on the key project control elements and data integration.

Level 1 Data Structures

So, we all know what a Level 1 report looks like, and I would fathom we can all mostly agree these are the elements included and can be rolled out as a standard for any major construction contractor. Most of our reports likely already report this information in some manner or another. The entire point of this article is that we should really focus on entering the data in a smart data centric way so that if you want to automate anything down the line, you have the foundations to do so.

At this stage, I don’t want to talk about the source data used to generate your summaries. We can leave that for a later discussion.

Key Data Domains

  • Progress
  • Cost
  • Schedule
  • Narrative

We are aiming towards consistency here and want to actually represent all the data required for our key Level 1 chart to be housed in a database. Therefore we need to have structure.

Strategy – Do not focus on systems, focus on DATA

A critical strategic element in my approach is that I do not care what systems you use. Our reporting is not a function of our systems (at least in this step 1 phase). We instead need a structure from which we can extract data and as easily as possible, move that data into a template or format in which we can drive our level 1.

If you go down the path to seamlessly integrate source systems with a Level 1, you unwittingly constrain yourself.

Progress Data

Typically our (time phased) progress data will be sourced from Primavera. There are other systems where the progress data may live, but again, that isn’t the focus of this article – I don’t care where it lives and neither will any seasoned project controls manager. We just need to know it exists and has a common structure

L1_03

Here, a few key notes, use a consistent data format. The above structure is how all your progress data should be housed, not just Level 1. All time phased data, all the way down to Level 5 detail items should be managed in a data structure, not a fancy formatted excel file. Trust me, updating a table such as the above will serve you in the long run. Even if your data is fully managed inside a system such as P6 or PRISM or ECOSYS or COBRA, you should be able to at least extract Level 1 into the format defined above.

Cost Data

You guessed, we can capture our Level 1 cost data in exactly the same format

L1_04

In the graphs we are building, there are only 11 specific datasets. Only 4 of these require update on a period basis. So again, we really boil this down to something simple.

Strategy – Do not over complicate anything in your Level 1 layer

The implementation of the specific data model I have outlined above fits the strategic approach to keep your level 1 simple. Any project can implement this data model for Level 1 with without any integration into source systems. Level 1 can be updated by the project controls team doing a few copy-pastes into excel to capture project wide data. Again, I would assume your teams already do this, but perhaps end up copying this data into various other corporate systems as well.

Schedule Data

Again, we are keeping a simple approach and only capture the required information.

Here, we are forced into a different structure. So whereas the cost and progress data can fit the same data model (as seen above), we will need a different template for schedule dates. We will typically be using Primavera, as such this model fits P6, but the idea is universal.

L1_05.JPG

I do not believe this information can ever be fully automated from our scheduling systems. These paths will continually be adjusted. The planning lead will always refine what activities are being tracked to be displayed on the Level 1. Behind the scenes, there are tricks upon tricks to pull the dates, however, again, we are talking about the data layer here, not necessarily HOW you get the data into this format.

It is entirely possible to have the assignments encoded into P6 activity codes. Therefore, it would be possible to integrate your Level 1 data directly into either the source P6 database, or an XER export. In my experience, any automation that is attempted in this arena (for Level 1 data), is futile. We are only talking 10-15 key activities. Let you lead planner sort out how they get the data into this format. Again, our strategy is to not over complicate this. If the data is provided to a digital team in the format about, you are for all intents done.

The model above only captures the finish dates. If added visuals with simplified GANTT charts are needed in your Level 1 (and will be discussed in my next Level 2 article), you would have to edit the above.

The nice value of the above structure is that we have effectively created an interface, an integration layer, between what will be P6 data and our dashboard. The list of what activities can easily be edited by way of a sharepoint list. Then, in your data model, you can link on scheduleID to pull the relevent date data (I suspect many do this).

Narrative

Too often, narrative comments are shuffled between parties via email, entered into several documents, edited, customized, etc. The project controls team is always struggling sourcing commentary from various sources, and in my experience, we end up entering in something ourselves.

Level 1 data structures have to fit into these complications. In this realm, sharepoint offers a canned solution by way of sharepoint lists.

Strategy – If Technology already exists, use it

Strategy – Technology can be used in innovative ways – use a mashup mindset to use existing technology in a new way

I find that sharepoint lists offer unparalleled capabilities for commentary. However, for lists to be really functional, they need to be embedded into FORMS or some routines that provide export functionality

In this example, I have mocked up a simple INFOPATH form that could represent our sharepoint fields.  The sky is the limit when it comes to existing technology that can automate the capture of this type of commentary.

The value adder here is that instead of allowing unstructured comments (via email or manually marking up a word , excel or power point file), we have structured comments that are housed in a database and that database can be updated in a distributed manner using WEB based technologies.

L1_06.JPG

The above would be a web based form which will be updated by the associated responsible parties. However, we can’t quite import a form into our data model. When the above form is filled out, the data will be stored in a data model (which we will have to design first before we can even build the form above). Thus, what we are looking for is something akin to the below

L1_07

The above is just a table in an excel file, but again, when we house data in this format, it can naturally flow into a database. That is what we need to focus on. Even in our excel reporting world, if you can capture commentary in this tabular data centric way, you can still link to it from your main dashboard tabs to be “smarter” in how information is managed.

Strategy – Focus on the DATA! (I can’t say this enough)

Everything we do can be captured in a data model. Every report we design should be able to pull direct data out of a data structure. Thus, before we add anything to reports, first consider the entire flow of data required.

 

Putting it all together

At no point in time in the above have I had to rely on a source system. However, I have been able to take a typical Level 1 report and extract everything from it. I have taken this data and outlined a data model (in simple form) that can drive not just 1 project, but an entire corporate endeavor in this space.

As with everything, nothing novel here. Many companies already have systems that capture some of this information. This is more just a thought experiment for those that perhaps do not have a clear data model that supports level 1 reporting. It also highlights the discussion topics of “what are the manual steps” – because there will be manual steps in getting the data into the right format.

For me, everything above has to be manual at some point up or down the food chain. Your projects and portfolios need to have the discussions about where this type of Level 1 data is housed. If all projects already have this data in consistent databases, all you need to do is query that source. Everything discussed here is system independent. You can easily generate these data tables by way of query a source system directly (if you can), but I have not limited or require that approach

Strategy – Whatever you do, allow for flexibility

A Dashboard?

Even though my data model is entirely excel based, the data structure is very powerful. I can, in quite automated steps, import and convert these datesets into a more database model and thus gain value from dashboards that wouldn’t be custom for your project, but could drive an entire portfolio (and when you see how this scales to Level 2 data and beyond, the worlds your oyster).

If you actually want to proceed with a dashboard, and if you have your data as outlined above, here is what you can do with it. In fact, I would recommend that your source tab in excel that is driving your dashboard looks like the below.

L1_08.JPG
Raw data captured

The above data isn’t “immediately” friendly for digital reporting. A few transformations are required. The key steps involved are (the below was done as just an example using PowerQuery)

  1. Unpivot the Timephase date columns
  2. Pivot the the “SeriesName” column to create a unique “Column” for each dataset (this is need to create unique lines on our dashboard graphs)

L1_09.JPG At this stage, we have a nicely formatted table and we can now import into PowerBI. The intent here is not to showcase a beautiful Level 1 dashboard in PowerBI. My intent is more to showcase the data structures need to drive a dashboard. With the above data, we get pull each data series into graphs, tables, cards, KPI metrics, etc.

Our model has tagged each record with a “As-Of” date. Thus you can utilize this structure to have your dashboard display ALL prior months by way of a slider or select. Given more advanced skills, you can also pull out metrics about current incremental values vs what we said last month. Although, I feel those metrics are best served in Level 2 report where more detail is available.

Apologies for the look and feel below, I just pulled in the data to showcase that indeed you can drive a dashboard with what is effectively just a few lines of data that every project already has. We can bring together cost, schedule, progress, and commentary quite easily and in a very data friendly way.

L1_10.JPG

CONCLUSION

For me, there is no substitute for an excel based dashboard. The value in this for me is ensuring that when I produce a Level 1 Dashboard (in Excel), I should give consideration to ensuring my data is structured appropriately. This gives us a fighting change to perhaps go down the path of creating a more digital world. It also allows for perhaps more flexibility in dealing with Level 2 data to maybe have some real automation of rolling up of data.

Whats Next?

Level 2 obviously. I hope to showcase how the same ideas and concepts here can also help you structure your raw excel based Level 2 data to perhaps be better utilized in a more digital world

 

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Connecting PowerBI to Primavera, Implement Row Level security

Primavera has a very comprehensible security mechanism, based on OBS and EPS and user access, it is very mature and rigorous, but once you have a direct connection to the database’s backend all this security disappear, the connection will give you access to everything in the database.

This blog post is not a comprehensible security introduction to Primavera reporting, but rather a gentle introduction to RLS in PowerBI and how you can leverage it in the simplest form possible, and a reminder why security is a very important consideration, specially when you deal with a portfolio and multiple division in the same company.

if you don’t want to read the whole blog, I think all I want to say is

  • Connecting to Primavera database is not hard
  • Only Primavera Admin or IT should have access to Primavera Database connection.
  • There are multiple solution to implement Projects level access, particularly if you are dealing with multi divisions portfolio

What is row level security?

Is the ability to access a table but read only some rows, for example you want to read the table TASK, which show all the activities for all the projects, obviously you need your user to view only the activities that belong to the projects assign to them.

The Problem

Primavera administrator want to create a companywide reporting system based only on Primavera Database, RLS is implemented in PowerBI everyone see only the data that belongs to him, happy days, planning manager from division X like the reports but wants to use other data sources too, not only Primavera but Ecosys, cobra , progress measurement system etc, still he needs to see only his projects, Planner Y don’t care about PowerBI and wants the raw data to do his own stuff using some obscure VBA Excel, PowerBI as of this writing can not connects to multiple datasets from other reports, and you can’t mix live connection with import from other source.

Solutions

Whatever you do , you need to have only one connection to Primavera Database, don’t give multiple users access to the production database, that’s bad ( probably your DBA, will not do it anyway), I know it is still read only, but it is bad practise, if your write an expensive query against a reporting server, it is annoying,  but slowing Primavera server will get you angry planners from everywhere ( we are very famous for being grumpy)  

  1. Reporting Database

Ideal solution, just spin a cheap SQL instance on azure and make sure it is on the same region as your PowerBI ( no egress fees), implements RLS there for the people who want to author reports ( the viewer access will be done in PowerBI),any IT can easily create a small pipeline to copy data from Primavera Database ( doesn’t matter, Oracle or SQL server) and you get your  data fresh every morning or whatever schedule you want. ( bonus point, no PowerBI gateway between PowerBI and SQLServer as both are in azure)

  • PowerBI Dataflows

If  SqlServer is not an option , PowerBI dataflows seems like a perfect solution here, you connect once to the Primavera databased and you can share the results with other user,  PowerBI will be hitting the Dataflows instead of the production server, perfect, yes, unfortunately, Dataflows results are just CSV, no RLS, either you read the whole TASK table or not.

  • Analyse in Excel

Personally, I think it is the most Powerful feature of PowerBI, when you have access to a report in PowerBI, when you click analyse in Excel you get access to all the data behind the model, not only that you can create a table that fetch the data and bingo, it does honnor RLS, you see only your stuff, so the workflow will be something like this, for how to use analyse in Excel, Please read this excellent blog by Chris Webb

   Let’s see how to use RLS in PowerBIRLS is very vast subjects, and has many different implementations and nuance, in real life you need to have something like a hierarchy security like Primavera OBS, and you need to read this excellent series of blogs from Reza,  let’s say I want to grant view access to a couple of Projects to two users (Viewer @ projectscontrols and test@ projectscontrols ), those users are not necessary planners they don’t have access to Primavera

I just used Project user defined field and typed the full address, you need the email address as it is the format that PowerBI understand, the good thing about UDF, you can put multiple values separated by a comma, I pulled the following tables from P6 Database (UDFTYPE , UDFVALUE) and just using PowerQuery to split and unpivot, and I go this little tables.

Now I have the Project ID and the username of the users who can access the projects.

Edit the relationship between access table and Project tables

Manage role

Basically, table access get filtered by PowerBI, then it will filter table PROJECT, that will filter table TASK

Publish to PowerBI service to the owner account but not to  user Viewer as he  should only have access to view and build ( you need build to use the dataset in other reports), RLS works only with viewer role,

Now let’s see what the user viewer will see

Yes, only 7 projects are visible to that user, let’s try analysing in Excel,

Once I select table access, only the viewer gets selected

Now let’s query only the table TASK ( yes DAX is a query language too)

Voila we have the TABLE Task filtered, with only 7 Projects

Now you can add more tables and load those tables into another PowerBI datasets and do your own enhanced reports.

P6 Date Formats – Quick Data Hacks!

In dealing with P6 data, sometimes what you expect, is not what you get. When it comes to date formats, this is quite relevant. Here is a guide to transform XER and P6 copy-pasted values into proper date formats.

In dealing with P6 data, sometimes what you expect, is not what you get. When it comes to date formats, this is quite relevant. Here is a guide to transform XER and P6 copy-pasted values into proper date formats.

Problems with XER file format

When dealing with a native XER file, you need to be careful because you can’t always use the field you want. Below is a screen print from a typical TASK dataset.

XER_date_format

When an actual start/finish date has been captured (as seen in the “act_start_date” and “act_end_date” fields above), then the dates that are stored in the “early_start_date” and “early_end_date” fields are no longer valid.

Thus, you need a routine to check if an actual start date exists, and use that in lieu of the early dates. Ultimately there is no good way to deal with, excel to write a routine somewhere in your data import routines – if importing in a database. Another option is to edit your XER import excel file to add 2 new columns for simply “start” and “finish” that will run your check for you in the native excel file before you import the data into a database.  This is an easy hack anywhere you manage your data: However, a core issue here is:

Where will you clean your data?

For me excel is often easier, but that does mean your processes will not be fully automated. Either way, the fix is fundamentally as seen below

 START=IF(ISBLANK(act_start_date),early_start_date,act_start_date)

FINISH=IF(ISBLANK(act_end_date),early_end_date,act_end_date)

 

Problems with P6 format (copy-paste)

If you are not dealing with an XER, you will likely simply copy-paste directly from P6 into Excel. Here again, we have to deal with a few (minor annoying) complications. Everyone I know in the planning world deals with this and has their own routines. I wish I could post them all, because some truly elegant solutions exist. The below is not meant to be “do it this way”, just more of an indication that if perhaps you are running into difficulty “this will work!”.

Start Finish
22-Oct-18 A 9-Sep-19
09-Sep-19*
09-Sep-19*
10-Sep-19 10-Sep-19
05-Jul-19* 10-Sep-19
27-May-19 A 10-Sep-19
03-Dec-18 A 10-Sep-19

Above we can see a typical copy-paste result from P6. Obviously, this is filled with non-date formatted cells. This is caused by the ” A” indicator for activities that have an actual date, and a “*” for activities that have some sort of constraint applied. I have seen a few equation based solutions to strip the bad characters out. I find a code based solution to be slightly more elegant. It also means I do not have to deal with adding extra columns to my file, or performing any copy-paste values. But again, I am sure we all have nice solutions.

The easy fix I use: Scrubb_Data().

Sub Scrubb_Data()

Dim xChars As String
xChars = “*”

Sheets(“P6_CURRENT”).Select
ActiveWindow.SmallScroll ToRight:=3
Columns(“V:V”).Select
Selection.TextToColumns Destination:=Range(“V1”), DataType:=xlDelimited, _
TextQualifier:=xlDoubleQuote, ConsecutiveDelimiter:=True, Tab:=False, _
Semicolon:=False, Comma:=False, Space:=True, Other:=True, OtherChar:=xChars, FieldInfo _
:=Array(Array(1, 3), Array(2, 9), Array(3, 9)), TrailingMinusNumbers:=True

End Sub

This routine only works on 1 column at a time. For me, I can simply copy and paste the select statement and insert a routine for each excel column with a P6 date  (typically just start and finish). After pasting in P6 data, I will open the routine and click “play”. You will need a macro enabled file and will need to be at least a little comfortable with “view code”. There are a few options to auto call this function using a button, call the function when you close the file, many different options.. They all require a bit of VBA knowledge, although, like seriously, who isn’t in our world.

For the above, I ripped most of this from a routine someone else wrote (a routine that stripped the ” A” off the string. I had to add the xChars = “*” aspect.

For a find/replace statement, it is possible to use the below string to strip the “*” off. Here we have to use ~*~ because if we use *, it will replace the entire string. Again, a million ways to handle this.

Capture

Conclusion

Again, there are a 100 ways to skin this cat, and all achieve the same result. When we deal with data from P6, I find it so amazing that when you ask 10 people how we deal with the data, you will end up with at least 20 replies. Ultimately,  I believe this issue is a telling critical flaw in the underlying software. In the digital world, we need a completely different paradigm shift in the way we store and manage data.

Specifically in the Project Management world, I doubt anyone who uses tools such as JIRA or DevOps have to deal with annoyances such as this. Thus, perhaps we too should be using those tools!

Reproducing Primavera Select Columns in PowerBI; aka Dynamically adding measures to a Matrix

TLDR, The online report is here

Primavera P6 calculated a lot of rich metrics for a schedule, we all know the basics, Start Date and Finish date, but there are all kinds of other values ( Cost, Labor hours, not Labor , Float Duration etc)

The challenge is, different people want to see different measures,  and once you publish your reports, the viewer can not change the visual, Microsoft is working on this feature, but it will take another couple of months to be released.

The trick was suggested by Kasper de Jonge and in a random chat with @DingbatData @_Ivan_Bond , they use it already to solve similar issues, actually it is very easy

Anyway the purpose to reproduce something like this from Primavera

  1. Create a new table that contains all the measures

Instead of copy and past all the measures, I just used DAX studio connected to my PowerBI desktop to generate a list of all the measures, read this link

The Category is to just to make it easy to select which measure to select, the index is to keep the same sort in the slicer, I don’t want to show actual Finish before Actual Start.

2- Create a Master Measure that check if the value is selected.

Using Switch and SelectedValue give the result, I had only to add some condition to format the results of Date to be show as date not Number, you can vote on this idea

Here is a snapshot for the first 4 measures ( currently I have 29 in the models)

Selected_Measure =
SWITCH (
    SELECTEDVALUE ( dummy_meaures[MEASURE_Values], BLANK () ),
    “Task_Count”, [Task_Count],
    “Budget Labor Units”, [Budget Labor Units],
    “Actual Finish”, SWITCH (
        [Actual Finish],
        BLANK (), BLANK (),
        FORMAT ( [Actual Finish], “mm-yy-yy” ),

    “%_Labor_units”, SWITCH (
        [%_Labor_units],
        BLANK (), BLANK (),
        FORMAT ( [%_Labor_units], “0.00%” )
    ))

3- Add the column Masure_Value to the column in the Matrix and Seletced_value in the values Area.

4-Voila

5-Bonus

I am using bookmarks to toggle the select Columns Button, I think it is freaking cool,  hopefully in the short term PowerBI add more features so we can build not only dashboard but real application interface.

Major Milestone Tracking – By Darrin Kinney

A key quality of project controls management, is the communication of major milestones. The whole point is to review the changes of all the dates over time.

A key quality of project controls management, is the communication of major milestones. Every lead will have several spreadsheets with all our milestones listed on rows, and columns for the various interpretations (baseline, contract date, prior forecast, current forecast, contractor forecast, etc). So when we talk about dates, the difficulty is that everyone will have a different date in their mind. Continue reading “Major Milestone Tracking – By Darrin Kinney”

Connecting PowerBI to Primavera Database – Part 2 (WBS report)

in the first blog post of this series, we showed how to connect to Primavera SQL server, in this blog we build our first report, we use only the three tables TASK, PROJECT, and PROJWBS

you can download the pbix here, an online report is published here

I will not show the details of every steps, you need to have a basic understanding of PowerQuery and DAX, but i will highlights some aspects of Primavera Database schema that you should be aware of.

Reproduce Project View

this view show all the projects grouped by WBS and show measures, start date, finish date and budget labor units

and here is the equivalent report in PowerBI

PROJWBS

the table PROJWBS store the EPS/WBS data for all projects, it is represented the database as a parent, child ID, which can’t be used directly by PowerBI, first we need to flatten the data to multiple levels so we can show it in a matrix visual, so basically moved from this format

to this format

you have multiple options either using SQL , DAX or PowerQuery, for Powerquery here is an excellent resource by the Imke Feldmann , for our example I am using DAX , the canonical reference is by Marco Russo

just make sure when you import a table from SQL server to have this filter [delete_session_id] = null , because Primavera don’t directly delete data, but instead have something called soft delete, ie; the items is not shown in the client but it is still in the database and will be deleted later, anyway for PROJWBS remove all the template WBS, (I think they are used by the EPPM web client)

TASK

task is straightforward it save all the tasks of the project, same filter [delete_session_id] = null

PROJECT

we use project table only to filter the baseline out, in Primavera current project and baseline are saved in the database exactly the same way ( that very powerful paradigm ), but for our report we want to show the activities only for the current project, too easy [orig_proj_id] = null and the best part, we don’t have to write any queries, Powerquery simply generate the SQL for the database ( that’s awesome)

Simple Data Model

the two tables are connected by the field wbs_id, we added another copy of the table TASK as a dimension table for reporting ( just activity id, and activity name), and we have this simple data model, I like to save measures in a separate dummy tables

as you can see, building a data model is relatively easy, the complexity start when you want to add more measures, for example, total float, you need to connect to the table CALENDAR, if you want cost, you need to connect to other tables, and if you want spread it will become a little trickier ( hint it is not saved in the database)

hopefully by now, instead of asking how to connect to Primavera Database, the interesting question become, in which table the data is saved and how to join two separate tables to get the report you want

if you are still reading, I will appreciate if you can vote on this idea, unfortunately you can’t dis-activate table sorting in PowerBI, in this particular report, the sorting is already defined by the WBS, if the user click on the header, the order will change, they can still reset the order using the measure sort, still very annoying

Connecting PowerBI to Primavera Database, Part 1

I think one of the most asked question when some talk about Primavera and PowerBI, is how to connect to the database, ok, the good news is, the connection itself is easy, the bad news, extracting useful information is a bit of work.

Just to show how it work, I am using a temporary installation in my personal laptop, as obviously I don’t have access to my production database.

I am using a developer edition of SQL Server 2006, and an evaluation copy of EPPM, oracle allow the use the evaluation of most of its software for the first 45 days, you can download a copy from here, you need SSMS too

For the purpose of this blog, we will query the “normal” Primvera tables, for the extended schema, which is a groups of tables and  views design specifically for reporting, but those extra tables are empty per default and you need to configure publishing service ( will discuss it in a future blog), please note I already blogged about how to connect when using Sqlite in the case of standalone P6 professional

Connect to SQL server using SSMS

When you install Primavera, you get to define 4 user account

  • sa : the database admin account (not the admin for primavera application).
  • Privuser, pubuser : used to connect Primavera app to the database
  • Pxrptuser : user account for reporting

              We will use sa to connect to the database            

When you click on connect you get this

The database itself has 320 tables; you can check that by running this SQL script

USE PMDB

GO

SELECT *

FROM sys.Tables

GO

Create a read only user

Connecting using the admin account is just very bad practise, and I don’t want to mess with the existing account, so instead we will create a read only user account

  1. Create a New Login
  • Create password
  • Map the user the PMDB
  • Assign a new role

Instead of having access to the 320 tables, we create a new role (read_only) and we just assign the 3 most important table in the database, you can add later more tables, we granted select only, so no read access

Connect PowerBI to SQL using read only user

and Voila our Tables are now visible in PowerBI

so the answer to how to connect to Primavera Database from PowerBI is you need a user name, password and the server name, the challenge is how to extract meaningful reports from those tables ?

what’s next

at this stage, you need to get yourself familiar with Primavera Schema, yes it is 320 tables, but the basic one are three, and usually for my reporting I use around 10, I wrote an introduction to Primavera schema 6 years ago, I hope it is still relevant

Part 2 is published here

For security implication please read this